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States of Jersey Fire And Rescue Service privacy policy and retention schedule

The Department is registered as a ‘Controller’ under the Data Protection (Jersey) Law 2018 as we collect and process personal information about you. We process and hold your information in order to provide public services, to take steps to enter into or perform a contract to which you are a party and meet our statutory obligations. This notice explains how we use and share your information. Information may be collected on a paper or online form, by telephone, email, or by a member of our staff, or in some cases, by another States department.

We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.

What information we collect about you

We may collect and process the following types of information about you, which may include special category data:

  • name
  • address
  • gender
  • telephone number
  • email address
  • date of birth
  • details regarding any disabilities
  • details of any injuries

We may receive information about you from other organisations such as:

  • the Police
  • the Ambulance Service
  • the Coastguard
  • the Health and Social Services

This information will have been passed to us for our reporting procedures or where we are required to help another department resolve any issues.

Why we collect information about you

We need to collect and / or process information about you, in order to:

  • complete Fire Investigation reports; to assist in the reduction of fires or to assist in the reduction of crime
  • Investigate a complaint or query you have made
  • Provide you with information you have requested
  • Carry out any other service you have requested, and to monitor and improve our performance in responding to your request
  • Assist the Jersey Office of the Information Commissioner
  • Assist other law enforcement agencies
  • Meet our other statutory and legal obligations

How we use information about you

We will use the information you provide in a manner that conforms to the Data Protection (Jersey) Law 2018.

We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances the law sets the length of time information has to be kept. Please ask to see our retention schedules for more detail about how long we retain your information. If you have contacted us through a Government of Jersey social media platform, your data will be retained in accordance the retention policy of that social media platform.

We may not be able to provide you with a service unless we have enough information or your permission to use that information.

We will not pass any personal data on to anyone outside of the Government of Jersey, other than those who either process information on our behalf, or because of a legal requirement, and we will only do so, where possible, after we have ensured that sufficient steps have been taken by the recipient to protect your personal data. Social media platforms may also use the current information that you have signed up to provide to personalise content according to your anticipated preferences. Please see the privacy policy of the relevant social media platform for further information.

We will not disclose any information that you provide ‘in confidence’, to anyone else without your permission, except in the few situations where disclosure is required by law, or where we have good reason to believe that failing to share the information would put someone else at risk. You will be told about this unless there are exceptional reasons not to do so.

Although we do not process your information overseas using web services that are hosted outside the European Economic Area (“EEA”), if you have contacted us through States of Jersey social media, your personal data may be processed by the relevant social media platform using web services that are hosted outside the EEA. Please see the privacy policy of the relevant social media platform for further information.

Data sharing

We may need to pass your information to other Government of Jersey (GOJ) departments or organisations to fulfil your request for a service. These departments and organisations are obliged to keep your details securely, and only use your information for the purposes of processing your service request.

We may disclose information to other departments where it is necessary, either to comply with a legal obligation, or where permitted under other legislation. Examples of this include, but are not limited to:

  • where the disclosure is necessary for the purposes of the prevention and/or detection of crime
  • for the purposes of meeting statutory obligations
  • to prevent risk of harm to an individual, etc.

At no time will your information be passed to organisations for marketing or sales purposes or for any commercial use without your prior express consent.

Telephone calls

We do not record or monitor any telephone calls you make to us, using recording equipment, although if you leave a message on our voicemail systems your message will be kept until we are able to return your call or make a note of your message. File notes of when and why you called may be taken for record keeping purposes. We will not pass on the content of your telephone calls, unless it is necessary for us to do so; either to fulfil your request for a service; to comply with a legal obligation, or where permitted under other legislation.

Emails

If you email us we may keep a record of your email address and a copy of the email for record keeping purposes. For security reasons we will not include any confidential information about you in any email we send to you. We would also suggest that you keep the amount of confidential information you send to us via email to a minimum or use our secure online services where possible or correspond with us by post.

We will not share your email address or your email contents unless is it necessary for us to do so; either to fulfil your request for a service; to comply with a legal obligation, or where permitted under other legislation.

Your rights

You can ask us to stop processing your information

You have the right to request that we stop processing your personal data in relation to any of our services. However, this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request but we may be required to hold or process information to comply with a legal requirement.

You can withdraw your consent to the processing of your information

The Department is registered as a ‘Controller’ under the Data Protection (Jersey) Law 2018 as we collect and process personal information about you. We process and hold your information in order to provide public services, to take steps to enter into or perform a contract to which you are a party and meet our statutory obligations. This notice explains how we use and share your information. Information may be collected on a paper or online form, by telephone, email, or by a member of our staff, or in some cases, by another States department.

You can ask us to correct or amend your information

You have the right to challenge the accuracy of the information we hold about you and request that it is corrected where necessary. We will seek to ensure that corrections are made not only to the data that we hold but also any data held by other organisations/parties that process data on our behalf.

You request that the processing of your personal data is restricted

You have the right to request that we restrict the processing of your personal information.  You can exercise this right in instances where you believe the information being processed is inaccurate, out of date, or there are no legitimate grounds for the processing. We will always seek to comply with your request but we may be required to continue to process your information in order to comply with a legal requirement.

You can ask us for a copy of the information we hold about you

You are legally entitled to request a list of, or a copy of any information that we hold about you.

However where our records are not held in a way that easily identifies you, for example a land registry, we may not be able to provide you with a copy of your information, although we will do everything we can to comply with your request.

Complaints

If you have an enquiry or concern regarding the States of Jersey processing your personal data you can contact the Central Data Protection Unit.

You can also complain to the Jersey Office of the Information Commissioner about the way your information is being used.


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